1. Stanford University Department Operations Center Evacuation Exercise Debrief October 22, 2010

2. Evacuation Exercise Debrief Overview –My stuff Exercise objectives Review of the sequence of events AlertSU mass notification performance AlertSU Outdoor Warning System –Your Stuff EAP coordination Accounting for staff Accounting for students Additional exercise projects Aerial photography, photo mapping, Twitter

3. Evacuation Exercise Exercise Objectives –To educate the campus community about earthquake response procedures –To practice building evacuation processes and Emergency Assembly Point coordination –To practice staff and student accountability procedures –To educate the student community about emergency procedures –To encourage units to improve local emergency response plans and procedures –To determine a baseline for the campus emergency data collection process

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6. Sequence of Events TimeEvent 8:30Establish exercise EOC at Public Safety 9:15Briefing for exercise observers 9:50Initiate AlertSU to staff/faculty announcing start time 10:05Initiate AlertSU mass notification SMS to students Activate AlertSU Outdoor Warning System 10:15Initiate AlertSU Interactive Survey to students 10:20AlertSU message to Cabinet 10:35Activate AlertSU Outdoor Warning System to conclude drill 10:35 – 4:00DOCs collect and report data to EOC

7. AlertSU Mass Notification AlertSU to staff/faculty initiated at 9:50 AlertSU SMS to students at 10:05 AlertSU interactive survey to students at 10:15 AlertSU to Cabinet at 10:20 Monitoring of Impact to IT systems –ITS systems (voice, email) –Cell systems

8. AlertSU Call Metrics for Staff/Faculty call (9:50) Within 15 minutes Calls initiated Out of total %Successful Delivery Overall28,184~30,00093.7922,255 Throttled Phones5,686~9,80058.233,311 Non-throttled phones 22,498~27,00084.2018,944 Total number of phones attempted 30,051 representing 17,181 contacts Single pass call for this exercise Throttling affects the following prefixes 497, 498, 723, 725, 721 Overall success rate 78.65% or 23,635 phones Overall time taken: 30 minutes (limited by throttle rate)

9. AlertSU Lessons Learned Revisit call throttling rates Educate community about rate of delivery issues Educate community about “community” response concepts Short Code issues

10. AlertSU System Student Check-in process (9:15) Students asked to respond to an interactive survey question –Press 1 if you were in your residence hall when the drill started –Press 2 in you were in class when the drill started –Press 3 if you were elsewhere on campus when the drill started –Press 4 if you were off campus when the drill started

11. Student Interactive Survey Results

13. AlertSU Lessons Learned Can be used to account for students Phone call system is inefficient Better if it were SMS based Used Public Safety number as the caller ID for the Interactive Survey (switch to 725-5555)

14. AlertSU Outdoor Warning System (OWS) Outdoor Warning System –Can’t be heard indoors! –Not designed to be –Voice instructions could not be heard –One siren did not activate for the all-clear –One siren activated for up to 3 minutes for the all clear

15. AlertSU OWS Lessons Learned –Need more frequent testing –Need to monitor each installation during testing

16. EAP Coordination Were people able to effectively collect information about their population at the EAP? If not, what would improve the process? Were there any EAPs that were overly crowded? If so, where did we have crowding issues? How would you know if a group or area did not report in to your DOC? How would you account for them? Building vs Departmental response

17. Accounting for Staff Faculty and staff accounted through Emergency Assembly Points and Department Operations Centers –30 minutes to collect as much information as possible –Checklists at EAP –Deliver information to DOC –DOC compiled information and reported to EOC

18. Faculty/Staff Accounting Fac/Staff maximum = 9,283 Fac/Staff accounted for = 6,023 ~65% Note: 645 staff took 4+ hrs of vacation on Oct. 7

19. Accounting for Students Used three techniques for collecting student information –Counted at residence halls –AlertSU interactive survey –Counted at campus EAPs Students may be in many different locations –Residence hall, class, on campus, off campus

20. Student Accounting

21. General Accounting Lessons Learned Departments need to keep checklists up to date Process could be facilitated electronically but needs to be independent offline Need a better process for collecting information from classroom areas

22. DOC Experience School of Medicine Athletics

23. Issue Tracking 14 of 24 DOCs reported stats on planted issues –153 issues planted –120 returned At least 4 changed substantially during the reporting process One generated an actual response

24. Additional Exercise Projects Partnered with Carnegie Mellon Disaster Management Initiative in Santa Clara –Aerial video of campus –Geocam mapping of field photography –Twitter monitoring

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30. Exercise Action Items Permanent classroom emergency instructions poster Improve accounting procedures for students Improve accounting procedures for staff Develop more frequent testing protocol for OWS Develop a sense of community response vs individual response Building response vs departmental response

31. OPEN DISCUSSION